Let's Talk Publications...

Maybe you're planning to produce a university publication; this information prepared by the Office of University Relations is designed to help you.

We want you to be successful, because accurate, appealing and consistent publications are a key to helping others understand and recognize the university, its identity, mission and programs. We encourage you to call us if you have any questions about this information.

What We Can Do for You

You are not in this alone. As a service to the university, our publications staff can guide your publication from the concept stage to the finished product. We offer layout, design, writing and photographic support. There is no charge to your department. You may also call on us to provide logos or other artwork to make it easier for you. In addition, if you’d like to speak with us individually or in groups about how to do certain things or “what the rules are,” please don’t hesitate to call on us.

What are Publications?

Publications are any printed material (whether duplicated or run on a printing press) produced for distribution to any external audience. Some internal publications, however, also are publications when it comes to the review and approval process.

Some examples of publications include magazines, booklets/reports, bulletins/catalogs, newsletters, brochures/pamphlets (when page count is greater than one), posters and any items that use two or more colors (or full color) process in bulk orders (200+) including postcards, flyers and promotional giveaway items printed on paper products. Official publications also include undergraduate and graduate catalogs, housing and financial aid or other applications and seminar/workshop registration forms. Let us know if you have a question about whether a printed piece is an official publication. (Call 881-7615.) Campus signage does not fall under the category of “publications,” and questions about campus signage are answered at this link along with a list of building managers who can advise about posting procedures.

There are some state regulations and university policies we need to uphold regarding publications. Your publication must have a unique publication number, the UT Martin logo (see the clip art section to view the official logo) and the Equal Opportunity Employer statement. All of these are available through University Relations. Please don’t use Web clip art (the resolution is too low for printing) in your printed work, neither UT Martin photos nor logos or anything you find on other Web sites. Instead, please request a proper file from University Relations. Include information about what colors you will be using and what software program you’re working in when you request a logo so that we can send you the correct type of file.

What is the Process for Creating a Publication?

First, you will obtain and submit a publication requisition form to University Relations. We will assign your job a unique publication number. This number is required by state law and also allows us, as a public university, to track publication costs. It must be different for every publication, including reprints, PDFs, and material you print in your office.

An initial conversation with the publications staff will help you set a realistic production schedule based on what you need and will help you clarify things like your goal for the item or the audience you are targeting. Then you have two choices: we can design your publication for you (saving you time and effort) or you can design the publication yourself.

We design your publication.

Many of our customers email a file or provide an electronic document that contains the text of their publication, thus allowing the publications staff to create the finished piece. This helps us avoid adding any typographical errors into copy that you have already written. Our staff designs the piece and, if necessary, works with you to secure appropriate photos. The university photographer can be scheduled by calling x7615. After you have approved the design and layout, our staff delivers it to Skyhawk Printing and Mail Services or an appropriate vendor for the final steps in the printing process. You receive the printed piece and the bill for the printing.

You design your publication.

If you opt to design the document yourself, you will need to send a copy of the job to the publications staff for review and approval along with the publications requisition form.

The publications staff will assign it a number, approve the publication and sign the publications form before the job can be duplicated or printed. Please note that we are not able to open or work with MS Publisher documents, so please print them out and send them to us or forward them electronically as PDFs.

Get Started Early!

The key to developing an effective publication in a timely manner is to contact University Relations first...and early!

To help you get started as you think about your publication, the basic steps include:

Research – You gather the information (text and images) that will comprise the publication, or you work in conjunction with the publications staff to do so.

Copywriting – You write the text of your publication based on the information gathered during the research stage, or you work in conjunction with the publications staff to do so.

Images – If you need new photographs for your materials, schedule the university photographer by calling x7615. You will need to select the individuals and locations for the photos and allow enough flexibility in the timetable to allow the photographer to fit the shoot into the schedule. For additional considerations, please see the photographer Web page for those guidelines. (www.utm.edu/departments/univrel/pricelist.php)

Proofreading – Before you send your copy to the publications office, check it for accuracy, grammar, punctuation and spelling. Your editing process should be completed before the layout process begins.

Production - Proofread copy is combined with photographs/graphics, formatted and placed within the publication. The publications office offers professional design and layout services free to university departments and offices. Using this service will often save your staff time and energy. Two (2) weeks are recommended for the layout and correction process. In some instances one (1) week will be enough time, but if the schedule is busy or your job is more complex, it could take longer. It’s best to allow plenty of time.

Printing – After approval of the publication proofs, the piece enters production into finished form. This includes either digital duplicating or printing plus any finishing, folding or binding required. Please try to allow 10 working days for printing, particularly if your piece will be put onto a press rather than digitally duplicated.

Proofing

University Relations is directly responsible for certain university publications, including the recruiting publications used by the Office of Undergraduate Admissions, the Chancellor's Annual Report and the alumni magazine, Campus Scene. In these cases, we are responsible for accuracy and content.

For all other publications designed by publications staff, the area requesting and paying for the publication has responsibility for thoroughly proofing the piece. You will need to sign off on your publication, indicating that you have checked for accuracy, before it goes to duplicating or to press or is provided to you in PDF format. (An email message stating that the publication is ready for production will suffice in many circumstances.) If inaccuracies are discovered after printing, your department will be responsible for the reprinting costs.

Photographs

Photo needs for publications should be discussed at the initial planning meeting for a particular piece. Photographs for university publications should be arranged through University Relations (call x7615 to schedule the university photographer), although other photos can be considered in cooperation with the publications staff. Certain restrictions apply to using photos supplied by departments or offices.

Photo releases are not always necessary, but releases are recommended in all instances except when a photograph is taken at a public event such as a concert, reception, meeting, etc. Pictures showing readily identifiable children or persons not associated with the university should also be cleared via individual releases, unless the pictures are used for news purposes.

Printing

Skyhawk Printing and Mail Services operates under the Office of Information Technology Services and serves the entire campus. University Relations works closely with Skyhawk Printing and Mail Services for most on-campus duplicating jobs.

Skyhawk Printing and Mail Services produces materials in a timely manner. Turnaround, however, depends on the type of production needed and workflow in the department. Some publications can require more time to print, so again, plan early and coordinate your publication through University Relations.

Certain publications must be sent off campus for printing. Whether an off-campus printer is needed for a particular print job is determined and approved by University Relations. Off-campus printers generally require 10-14 working days to complete a job.

You may opt to produce a publication on your office’s/departmental multifunction device. In those instances, an approved PDF will be provided to the contact person for the job by the publications staff. Usually the PDF will be provided via email. You may then duplicate the work in your department or office. Please provide four copies of the publication to University Relations for the audit files. If a subsequent reprint is required, please contact University Relations for a new publication number. A new PDF will be provided to you.

University Envelopes, Letterhead and Business Cards

University letterhead, envelopes and business cards are produced on campus and follow University of Tennessee guidelines for design and content. Questions about university letterhead, envelopes and business cards should be directed to Skyhawk Printing and Mail Services or University Relations. Letterhead, envelopes and business cards Letterhead, envelopes and business cards cannot be produced by outside vendors and must be ordered through Skyhawk Printing and Mail Services or submitted online from the Skyhawk Printing and Mail Services Web page and are for employees, departments and offices of UT Martin only. Exceptions to this policy must have chancellor or vice chancellor approval. Persons requesting business cards or other materials that use the emeritus title must present a copy of their letter from the chancellor granting the emeritus title before the business cards or materials can be produced.

Athletics letterhead, envelopes and business cards also must come through University Relations, follow a standard, approved format and adhere to the athletics style guide for use of athletics graphics.

Web Pages

Certain Web pages are considered official UT Martin "publications." The university's Website Committee, Webmaster and University Relations work closely to review pages that contain official UT Martin information.

The following are the university's Web page guidelines:

No Web page carrying the utm.edu address or an I.P. number assigned to UT Martin can contain illegal material.

The Webmaster is responsible for the content of additional pages such as all secondary pages directly off the main UT Martin page, online university catalog, official descriptions of campus organizations and messages from the chancellor. These pages are identifiable by the closing signature webmaster@utm.edu.

Academic deans and directors are responsible for the accuracy and content of their official pages, which must follow the standard university template. University Relations will review introductory paragraphs for grammar and spelling. These pages are subject to the guidelines in the UT Martin Faculty Handbook.

Department chairs are responsible for the content of department pages. University Relations will review introductory paragraphs for grammar and spelling. These pages are subject to the guidelines in the UT Martin Faculty Handbook.

Faculty research pages and individual home pages are subject to the guidelines in the UT Martin Faculty Handbook.

Student organization Web pages and individual student Web pages are subject to the policies in the UT Martin Student Handbook, and authors of student pages are accountable to the Office of Student Life.

The University of Tennessee at Martin is not responsible for the information or views expressed in any page on any UT Martin server, except those belonging to the Webmaster.

The official UT Martin logo must be printed in these colors (289 blue and 151 orange, black, black & orange) or printed in reverse (white or white & orange). No other colors can be used. If the piece is to be photocopied in black only, the black logo must be used, not the color logo(s). If the piece is duplicated in color, the official colors must be correct. If you are uncertain of the color, please ask.

The official logo should not be altered in any way and should appear no smaller than one (1) inch wide and no larger than 3.5 inches wide. It should not be stretched or changed out of proportion when placed into documents. Hold the shift key down when resizing to retain the mark’s proper proportions.

The official logo should not be combined with any other symbols. That includes putting artwork onto or behind the logo, manipulating the logo, creating a watermark, using only parts of the graphic rather than the entire logo, as well as pairing the UT Martin logo with another mark. Examples of the "stacked" version of the logo in the approved color presentations are noted. Other versions of the logo can be presented in these same colors and can be accessed at the UT Graphic Identity Standards link.

PMS 289 and PMS 151

Black and PMS 151

Black only

College and departmental logos are not permitted, although official marks representing professional organizations, related entities or centers or marks for special observances are permitted on the lower right-hand side of university stationery. These marks cannot be combined with the UT Martin logo. If a secondary mark is used, the association with the university must be clear.

Colleges and UT Online should be written in all caps using Goudy Old Style bold. Colleges also have the italic “of” in Goudy Old Style bold italic. Names should be 1/8” away from the UT Martin logo or 3/8” away from the college name. The department name should be in 8 pt. Gotham Bold and placed under the College/Center name. If no department name appears, the university address, email, phone, fax and Web page references should be written in 8 pt. Gotham Light. University Relations can provide art to you upon request. (See examples below.)

(college example) (office example)

The seal of The University of Tennessee is not available for use by any UT Martin office, department or group with the exception of the Office of the Chancellor.

The official logo for UT Online may also be obtained from University Relations and must follow the UT style guide.

About the Skyhawk Athletics Logo

The Skyhawk is the official athletics name and logo. "Captain Skyhawk" is the official athletics mascot. The Skyhawk name, logo and mascot are registered trademarks and use must be approved by the university. (Call x7615 for information.)

The name, logo and mascot consolidate the athletics program's image and improve the marketability of athletics merchandise. To protect the image, some important guidelines are in place.

Legend of the Skyhawk

In 1995 the UT Martin Skyhawks took flight for the first time as the old Pacer nickname was replaced by a new moniker for the next century of UT Martin athletics. The first athletic contest under the new nickname was a rousing success for UT Martin as the Skyhawks defeated Bethel College 97-7 in the first game of the 1995 football season.

While the Skyhawk nickname is relatively new, its origins can actually be traced back to the early 1900s and the predecessor of UT Martin, Hall-Moody Institute, founded in 1900. Athletic teams for the small Baptist teachers college were called Sky-Pilots, a 1920s slang reference to traveling Baptist preachers, the eventual career path taken by many Hall-Moody graduates at the time.

UT Martin’s nickname is a unique combination of history and nature, paying homage to the past accomplishments of the Sky-Pilots while representing the soaring, skilled attributes of the hawk, a native of the marshes and plains of West Tennessee. Meanwhile, the aviator-themed costume of the Skyhawk mascot represents UT Martin’s role as a training ground for aviators during World War II.

Skyhawks is the fourth nickname used by UT Martin teams in its history since the founding of Hall-Moody Institute. In 1927, the school became a junior college in the University of Tennessee System. Athletic teams were named the Junior Vols. In 1967, the college was renamed the University of Tennessee at Martin and, eventually, the nickname “Pacers” was selected to represent the “pacesetting” university.

In conjunction with UT Martin’s move to the Ohio Valley Conference and NCAA Division 1-A status, a campus committee spearheaded the search for a new nickname. With the aid of a Nashville public-relations firm and input from students, faculty, staff, alumni and fans, the UT Martin committee researched, selected and implemented a new, distinctive, strong, gender-neutral nickname, eventually replacing all references to Pacers with Skyhawks.

Identity Components

Marks

The UT Martin athletics graphic identity system consists of several major components:

the Skyhawk Head Logo (the “brand” mark of athletics)

Full Skyhawk Logo (includes the Skyhawk head and the wordmark)

the wordmark

the power mark

the Captain Skyhawk mascot caricature, body and head

There are several approved ways to present each of the major components. Please contact University Relations or Sports Information for the full set of marks, including one-color marks.

Skyhawk Head Logo

Full Skyhawk logo

Wordmark

Power Mark

Captain Skyhawk

Mascot Caricature

The Skyhawk head logo is the primary mark for identifying university athletics teams. The full Skyhawk logo defines the athletics program by name and should be used as the official signature for UT Martin athletics.

The athletics marks can each be used alone or in combination with one another. However, the Captain Skyhawk mascot caricature should never be combined with the Skyhawk head logo, although use with the wordmark and other athletics marks is permitted.

The approved athletics marks may not be manipulated or changed, with these stipulations:

The marks may be layered with other elements to produce variations, such as having Captain carry a football or hit a softball, or including relevant sports balls with the wordmark. When adding such elements, the integrity of the UT Martin marks themselves cannot be compromised. In those instances where a symbol or mark (a ball, for instance) will completely enclose an athletics mark, that mark must be either the Skyhawk Head Logo or “UTM.”

The marks may have white outlines applied.

The marks may be reversed from solid background colors (printed in all white).

There can be no manipulation of the Captain Skyhawk mascot caricature’s head. The mascot caricature’s helmet may change color, however.

Athletic marks may not be screened back or watermarked.

There can be no drop shadows, filters or other effects applied to the athletics marks.

The fonts may be used in either all caps or as a combination of upper and lowercase. All lowercase is not permitted.

The fonts may be displayed either vertically or at a 20 degree skew. No other skews are allowed. Do NOT use the italic version of the fonts to substitute for the skew.

Colors

The official colors for UT Martin athletics are the same as for UT Martin, PMS 151 orange (UT orange) and PMS 289 blue or their process equivalents. Please ask University Relations or Sports Information for information about colors. Black and white may also be incorporated into the marks. (Note: The Pantone Matching System for colors, used by printers, is different from colors used in the manufacture of apparel and merchandise. Contact University Relations if you have questions.)

Size

In clothing, the Skyhawk Head Logo and the Captain Skyhawk mascot caricature may not appear any smaller than one and one-quarter inches, whether embroidered or screen printed.

Onscreen and in print, the Skyhawk head logo and the Captain Skyhawk mascot caricature may not appear smaller than one-half inch for a one-color mark or one inch for a three-color mark. The three-color mark is more complicated visually, so its minimum size is larger.

University Reference

The name of the university for athletics use may be the University of Tennessee at Martin, UT Martin or UTM.

Skyhawk Questions?

The university encourages use of the athletics symbols. Call University Relations (x7615) if you have questions about using these athletics symbols on either publications or merchandise. For information about the University of Tennessee licensing program, go to www.licensing.tennessee.edu. To become a licensed vendor for UT Martin merchandise, go to www.clc.com.

Style Suggestions and University References

These are some style preferences that we suggest for publications and other written and scripted information:

University Reference

In text, the full reference to the university is the University of Tennessee at Martin ("the" is normally not capitalized in the full reference. In titles of brochures, etc., The is capitalized and included).

The preferred secondary university reference is UT Martin (no hyphen between UT and Martin). References to “UTM” may be used only when the audience is either local to the Martin geographic area or already affiliated with the university. References to UT Martin as “Martin” may only be used with audiences that will understand the reference to be for the university, not the town.

The full names of buildings or specifically named areas within buildings should be used on first reference (examples: Ed and Carolyn Boling University Center, Glenn Gallien Auditorium, Kathleen and Tom Elam Center). Secondary references can be shortened (examples: Boling University Center, Gallien Auditorium). A list of full building names can be found at www.utm.edu/maps.php or www.utm.edu/departments/univrel/resources.php and click Guide to UT Martin Facility Namings and Dedications.

When referencing room numbers, the room numbers should appear first, capitalized, followed by the building name (example: The session will be held in Room 114 of the Boling University Center).

Capitalization, etc.

When proper titles are used before a name, capitalize the title (examples: UT President Joe DiPietro, Dean Rich Helgeson, Professor Elaine Harriss).

When proper titles are used after a name, lowercase the title, but capitalize the entire proper name of a school, office or department (examples: Dr. Joe DiPietro, president; Cynthia West, dean of Education, Health, and Behavioral Sciences).

When the entire proper name of a school, office or department is not used after a person's title, the area name is lowercase (examples: Michael Gibson, professor of geology).

When a title is used for the first time, it should be written out in its entirety. After the first reference, a shortened title reference is acceptable.

General Reference

Earned, formal titles should be used before names on first reference (examples: Dr. Jerald Ogg, Dr. Victoria Seng).

In general, when using numbers within the text of a publication, whole numbers below 10 should be spelled out; figures should be used for the numbers 10 and above (examples: one, two, three, 10, 103, 1,302).

Use an apostrophe in bachelor's degree and master's degree; do not use an apostrophe in associate degree.

For any official piece requiring a publication number, forward four copies of the completed publication to University Relations for filing, especially if you photocopy or produce the publication in your office and not through Skyhawk Printing and Mail Services.